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Hospitality/Hotel Facilities Management

Selection Tools - Requirements - RFP - Evaluation Matrix

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Software Selection  >  RFP Templates  >  Hotel/Hospitality Facilities Management Software                                                   Frequently Asked Questions  -   RFP Checklist

 

Select Hotel/Hospitality Facilities Management (FM) Software Successfully

Hotel CAFM Software Selection Toolkit - 3,900+ Criteria - Updated Monthly

Choose the FM software based on your needs!  This RFP Template Template and Software Selection Toolkit is focused on selecting hotel/hospitality facilities management software, and provides powerful evaluation and comparison capabilities that help ensure the best software is selected.  This RFP templates is specialized for use in a complex hospitality computer aided facilites management (CAFM)environments, and queries vendors about all aspects of the facilities management software implementation project they are proposing.

These unique capabilities enable you to evaluate and select the best hospitality CAFM system based on its:

Suitability   Supportability   Usability   Flexibility   Affordability

A high-level, SUMMARY list of the business functions & processes addressed by the requirements criteria found in this hotel/hospitality RFP is shown below:

Facilities Mgmt Dashboards Automated Letters & Emails Scheduling Functions
Status Dashboards Permit Tracking Project Management
Work Orders Dashboards Reporting Capabilities Purchase Order Management
Vendor Management Warranty Reminders Contract Administration
Facilities Management Safety Compliance Inventory Management
Space Management Real-Time Property Reporting Inventory Analysis
Equipment Asset Mgmt Property Improvement Plan (PIP) Contract Administration
Equipment Asset Maintenance Hotel Capital Expenditure Inventory Reporting
Fuel Data Collection & Reports Cap Ex Approval Process Equipment Tracking
Drawing Viewer Cap Ex Real-Time Reporting RFID Tab Technology
Mobile Management Incident Log tracking Type of Barcodes
Computerized Maintenance Help Desk Bill of Material Processing
Guest Request Client Maintenance Job Costing
Guest Request Report Contact Management Document Management
Maintenance scheduling Help Desk Inventory Cloud Administration
Work Order Processing Maintenance Staff SaaS/Cloud Security
Service/Work Request Move Management Many More...
Work Order Forms Emergency Maintenance
Preventive Maintenance Equipment Maintenance Reports
Purchasing Interface Time & Attendance
GIS Interface Attendance Data Capture

   Actual screens and questions from this RFP are shown below to illustrate how it enables you to easily collect the unique metrics needed to successfully identify, acquire, and implement the hotel facilities management software solution best suited to your company's needs. (Click thumbnails to enlarge) This hotel facilities management RFP also includes questions on SaaS, cloud computing and voice technology.

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    SAVE WEEKS, even MONTHS OF TIME by using thousands of professionally written hotel facilities management RFP statements & questions to communicate your hospitality facilities management system requirements quickly and accurately. No need to re-invent the wheel. View typical RFP Table of Contents.

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    IDENTIFY Feature AVAILABILITY & DELIVERABILITY. Unlike other hotel facilities management RFPs, Infotivity RFP Masters automatically collect the information needed to identify BOTH the AVAILABILITY of software features, and their DELIVERABILITY, i.e., HOW those features will be delivered. Each hotel facilities management RFP Master includes a Feature Support Matrix (FSM) to automatically capture this information, which can be used to create very accurate and reliable hotel facilities management implementation schedules. View samples here.
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    Determine RISK and SUPPORTABILITY. hotel facilities management RFP Masters automatically evaluate vendor response data collected to quantitatively determine the SUPPORTABILITY INDEX of each proposed software system. This index ranks the potential support problems inherent in each proposal. Accurately compare the amount of ongoing support needed to keep each proposed hotel facilities management system up and running. Measure the true impact of each system on your business over the long term.  View sample here.
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    WORKFLOW TOPICS ensure the proposed hotel facilities management can be fully integrated and utilized to enhance business procedures at all levels of the enterprise. View Workflow samples here.
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    VENDOR RESPONSE VALIDATION saves time and effort, and reduces errors, when evaluating vendor hotel facilities management proposals. View example here.
For a more detailed description of a vendor RFP response validation Click Here!
    EASILY CUSTOMIZED to meet your unique hotel facilities management system needs, using basic Excel techniques.
    PROVEN MS EXCEL TECHNOLOGY. Everybody already knows Excel. Save time & effort across the board!
    No installation, no learning curve.

Included with this Hotel Facilities Management RFP are the following vendor response evaluation & comparison tools....
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    "APPLES-to-APPLES" COMPARISON of vendor RFP responses (proposals) is assured by extensive use of quantitative RFP questions and full vendor response validation. Compare proposed hotel facilities management system software features side-by-side faster and more accurately with the fully automated Color Comparison Chart matrix included with this hotel facilities management RFP at no extra charge. View a typical comparison here.
To see all evaluation & comparison tools included with this hotel facilities management RFP Click Here!
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    Hotel Facilities Management Response Evaluation Ratios (scores) help you save time. View a typical evaluation ratios here.
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    AUTOMATED WEIGHTED GRADE POINT SCORING is a quantitative measure of how well a proposed hotel facilities management software system matches up to your business priorities. This graph compares the overall total scores for each proposed hotel facilities management system. This Score is based on all vendor responses except Pricing and Vendor Background. View sample 3-D Bar Chart comparison here.
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    Feature Delivery Methods This graph compares HOW each vendor is planning to deliver the proposed hotel facilities management system. The bars show how much of each competing system is going to be delivered Fully Supported "out-of-the-box", how much will be delivered using the Report Writer, a Configuration option or 3rd Party product, and how much is dependant on Custom Programming & Scripting. The scores used in this comparison are based on responses to hotel facilities management software system questions only, i.e., no vendor, pricing, or support responses are utilized. View sample 3-D Bar Chart comparison here.
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    Supportability Index A proposed hotel facilities management system could look very good on paper, but once implementation begins the reality could be very different. The ease with which a hotel facilities management system can be implemented and maintained over it's expected life is controlled in large part by the amount of custom programming and scripting required to build & maintain the hotel facilities management system. The Supportability Index is based on responses to Software System Features only. This graph compares the potential support effort inherent in each proposed hotel facilities management system. View sample 3-D Bar Chart comparison here.
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    Overall Comparison This graph compares the total Weighted Score of each proposed hotel facilities management system along with its Supportability Index and associated Vendor Profile. Use this when assessing the RISK of a proposed hotel facilities management system and whether or not the system can indeed be implemented by the proposing hotel facilities management vendor successfully. View sample 3-D Bar Chart comparison here.
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    Vendor Profile Scores This graph compares a score measuring the background, expertise, capabilities, and other data collected in the Hotel Facilities Management Vendor Global Issues section of the RFP. The Vendor Profile Score provides a way of assessing the Capabilities PROFILE of a proposing hotel facilities management vendor. View sample 3-D Bar Chart comparison here.

This Hotel Facilities Management RFP / Requirements Checklist also has Supporting Documents INCLUDED:

    COVER LETTER SAMPLES - Make the task easier with this Hotel Facilities Management RFP cover letter template collection. Choose from Letter samples designed for all events, such as "RFP Response Request", "Intent to Respond", "No Intent to Respond", "RFP Change Enclosed", "Proposal Rejection" "Finalist Selection", and "Best & Final Offer Request" to meet your unique hotel facilities management needs.
    BPE/BPR/WORKFLOW Checklists - An ideal hotel facilities management template for mapping the current "AS-IS" state of an existing hotel facilities management process down to the data element level, a time-saving organizer when developing the new "TO-BE" state or determining what is required to implement a new hotel facilities management process, or preparing for data conversion.
    Full Version of risk assessment matrix checklist focused on hotel facilities management system acquisition and implementation projects for working sample "Click Here"
    the Optimized hotel facilities management RFP Guide. Designed to be viewed in a browser off-line, this document outlines the best procedures for creating custom RFP questions. Included or Sold Separately
    The Hotel Facilities Management System Cutover Checklist Helps Streamlines Implementation! Included or Sold Separately
    MS Word document describing the organization and usage of the hotel facilities management comparison matrix.
    MS Word document describing the organization and usage of the Hotel Facilities Management System RFP.


      (See bottom of this page for pricing information.)


      A Detailed & Comprehensive List of:

Hotel Facilities Management System Features

      With over 4,083 pre-defined hotel facilities management RFP criteria ensure no important business requirements or software features "slip through the cracks".  All are in a quantitative format that guarantees vendor responses will be meaningful, consistent, and easy to compare. All questions are professionally prepared by application specialists to address BOTH the STANDARD features and EXCEPTION CASE software functions required.


      Identify BOTH facilities management Features Availability and Deliverability

      Unlike other hotel facilities management RFPs that try (and fail) to gather useful solutions data about complex system features, RFP Masters are not constrained to the use of summary-level "Yes" or "No" answers. This hotel facilities management RFP Master uses a Feature Support Matrix (FSM) that identify BOTH feature AVAILABILITY and DELIVERY Method. This RFP Master function is useful during both the hotel facilities management selection AND the system implementation phases of large projects because it enables effective Earned Value Management through detailed cross-referencing of usable hotel facilities management software functionality and vendor invoicing.


      Determine the Risk & Supportability of Proposed

Hotel Facilities Management Solutions

      Unlike other hotel facilities management RFPs, an RFP Master can illustrate potential support problems (and risk) inherent in vendor software proposals. The Feature Support Matrix (FSM) used in each RFP Master categorizes the inherent risk posed for each criteria, and uses that information to calculate the SUPPORTABILITY INDEX for each vendor RFP response. For example, a feature delivered "out of the box" FULLY SUPPORTED is less risky than one delivered through custom programming, even if the programming is free. This RFP Master function is useful during both the software selection AND the implementation phases of a large system because it enables effective Earned Value Management through detailed cross-referencing of usable hotel facilities management software functionality and vendor invoicing.


      Workflow Topics Included.

      The ability of the proposed software to successfully integrate with existng business process workflows, or implement new workflows, is critical to a achieving the high productivity increases and ROI expected of the new hotel facilities management system which includes medical equipment management. This RFP Master examines all pertinent Workflow features in detail.


      Vendor Response Input Validation.

      Vendors must answer each RFP question by choosing from a pre-defined list of possible responses. See below for an example of this drop-down list. This forces all vendors to respond to each enterprise/business, web, facilities, medical equipment management question in a consistent, standard manner. Eliminates the days of time typically wasted trying to compare the inconsistent or incomplete vendor responses obtained by using traditional, non-quantitative RFP questions! Ensures vendor hotel facilities management proposals are easy to compare and evaluate!


      Color-Coded, "Apples-to-Apples" Comparison of Proposed Systems

Hotel Facilities Management Comparison

      These comparison matrices automatically change vendor response cell background color to GREEN, YELLOW, or RED, to reflect how favorable each response is to your needs! Compared to the tedious task of reviewing hundreds of mono-color Yes/No answers, these colored responses allow problem areas to be spotted more easily, and risk assessment is made much more accurate. All required response comparison matrices are included and ready-to-use! Quickly and easily compare hotel facilities management system proposals side-by-side, feature by feature, in detailed comparisons you control! Keep your hotel facilities management project on-schedule and under-budget.
To view all evaluation & comparison tools included with this hotel facilities management software RFP Click Here!


      Weighted Grade Score Graph

      Compares the Weighted Grade Point Score calculated for each proposed hotel facilities management system. This is calculated as follows: The vendor response to each hotel facilities management RFP question is assigned an unweighted "raw" score. This raw score is then multiplied by the weight factor you entered previously (default = 1) for that RFP question to calculate the weighted score for each response. All of these individual scores are then totaled for use in this hotel facilities management comparison. This score is essentially a measure of how well a hotel facilities management software system fits your business and software needs, prioritized by the weight (importance level) you assigned to each question in the hotel facilities management RFP. In essence, this score measures the SUITABILITY of each proposed e-commerce software system to your overall requirements. . NOTE this score measures just software functionality, and does not include any measure of vendor background, expertise, support, or programming ability.


      Feature Delivery Method Comparison:

      An analysis of how each vendor is proposing to deliver the hotel facilities management software feature/function contained in their proposal. The graph below shows the percentage that is Fully Supported "out-of-the-box", the percentage to be done via Report Writer, a Configuration Parameter, or Third-Party add-in, versus the percentage to be done via Custom Coding (Scripting / Programming). This information is very useful in terms of identifying RISK, since a Fully Supported hotel facilities management (and tested) feature presents far less risk than that same feature done as a "custom programming" task. Also, see the Supportability Index, which sums up these detail risk factors.


      Supportability Index Graph:

      The Supportability Index is a forecast of how much hotel facilities management software support and maintenance may be required to keep each proposed hotel facilities management system running at full potential over it's lifetime. This score is determined by how much custom coding is required to implement the proposed hotel facilities management software, and which business processes depend on the customized software.


      Overall Comparison Graph:

      This graph compares both the Weighted Grade (Suitability) Score, Supportability Index, and the Vendor Capabilities Profile side-by-side for easy reference. It is important to see how much custom coding is in a proposed hotel facilities management system that also has a high Weighted Score, along with the Vendor Profile. The more custom code, the higher the risk posed by that hotel facilities management system. Therefore, the more custom coding, the more expertise and capabilities a vendor should have.


      Vendor Profile Score Graph:

      The backgrounds, expertise, capabilities, and certifications of each vendor is obtained in the Vendor Global Issues section of the hotel facilities management RFP. The hotel/hospitality facilities management vendor responses to this section are totaled separately from the software functionality topics, and this data is used to calculate the "Vendor Profile Score". The higher the score, the more CAPABILITIES a hotel facilities management vendor is probably going to be.


      Evaluation Ratios

      Use an extensive set of ratio calculations to compare hotel facilities management vendor proposals quickly and efficiently.


To download the full Hotel/Hospitality Facilities Management (CAFM) Software Requirements Matrix, RFP Template, and matching Vendor Response Comparison & Evaluation Tools please click the "ADD TO CART" button below.

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Hotel Facility Management Software RFP & Evaluation Toolkit: $569.00 US            (Secure Checkout)

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